Project Coordinator/Office Assistant

Job Description

About NUVIA:

A subsidiary of Soletanche Freyssinet and ultimately part of the VINCI Group, NUVIA is a nuclear industry specialist that operates globally offering innovative engineering, service and product solutions for highly regulated and sensitive industrial facilities and environments. It provides services ranging from construction to waste management, life extension and equipment operation while ensuring operational excellence and meeting safety and security requirements.

NUVIA works collaboratively with its clients at all stages of a nuclear facility's life cycle:

• Design & Construction: NUVIA operates at all stages, from the design to the construction of nuclear facilities: in engineering, as a specialized partner, with a wide range of specific products (facility protection against fire, earthquake, flood, dissemination and radiological risks) or as a global integrated contractor, delivering turnkey projects.

• Operations: NUVIA provides operational and industrial contractor services on all categories of nuclear facilities. The company also provides its clients with an array of support services including radioprotection, security and safety, handling, logistics and waste management.

• Maintenance: NUVIA offers an extensive range of product and technical expertise to help its clients optimize maintenance operations as far as costs, schedule and safety are concerned.

• Decommissioning: NUVIA has developed unique and unparalleled know-how and technologies in the field of process and facility decommissioning. Such expertise is the result of decades of experience operating in the heart of nuclear works and facilities of all kinds.

Position Overview:

NUVIA Canada is hiring for an immediate vacancy for a Project Coordinator/Office Assistant.

The Project Coordinator plays a vital role in supporting project delivery, ensuring effective coordination, document control, and communication across project teams and stakeholders. This position is ideal for candidates who thrive in dynamic environments and are passionate about driving project success.

Please note this is an in office role, 5 days per week, based at NUVIA Canada Headquarters in Burlington (office location subject to change).

Key Responsibilities

Project Coordination/Assistance

• Track schedules, milestones, deliverables; update project plans and action logs
• Support progress reporting and maintain project documentation
• Coordinate internal and client meetings, prepare agendas and minutes, and follow up on action items
• Assist with resource coordination (site logistics, onboarding packs, access requests) and project communications
• Assist in planning and executing project-related events, workshops, or client presentations
• Create or update brochures, presentations, and other collateral to support project communications
• Manage project updates on company intranet, SharePoint, or social channels as appropriate
• Design and distribute surveys to collect feedback from stakeholders or clients post-project
• Draft newsletters, project updates, or case studies to highlight project milestones and successes
• Prepare project memos, reports, presentations, and weekly/monthly status packs
• Maintain asset registers and onboarding checklists
• Assist with purchase requests and PO tracking, as required
• Assist with cost tracking and invoice tracking
• Assist with set up of projects and people in ADP, as required
• Manage complex calendars for leaders, schedule meetings, and coordinate appointments
• Arrange travel, accommodations, and itineraries for site visits or client meetings
• Prepare, edit, and format reports, presentations, and correspondence for leaders
• Collect, review, and submit expense reports and timesheets for project staff
• Take on ad hoc assignments such as event planning, research, or process improvement initiatives for projects
• Other duties as required

Document Control

• Establish and maintain controlled registers for submittals, RFIs, drawings, change notices, transmittals, and correspondence
• Monitor and enforce version control and naming conventions; ensure only current revisions are in use
• Route documents for review/approval; record comments and dispositions

Qualifications

• Experience in project coordination or administration, preferably in engineering, construction, or related industries
• Strong organizational and communication skills
• Strong proficiency with MS Office Suite (Excel, Word, Powerpoint), SharePoint, and project management tools
• Ability to manage multiple priorities and work collaboratively in a team environment

NUVIA Canada is an Equal Opportunity Employer. We do not discriminate on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, provincial, or local law.

If you need a reasonable accommodation for any part of the employment process, please contact us and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis.

Job Types: Full-time, Permanent

Base Pay: $50,000.00-$70,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Employee stock purchase plan
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Work Location: In person